My Weekly Review

Most of the folks in my day-to-day life know that earlier this year I began using David Allen's wonderful Getting Things Done approach to workflow and time management. I was so impressed, indeed, that I ended up connecting with David, primarily so I could more confidently and directly refer him to clients and counter parties.

I'm working on a post that's a look back on the four or so months that I've been using the approach, but one thing I really try to encourage others to start is the "weekly review": the hour or two that David suggests we spend each week to fly up to 30,000 feet or so, process inputs, and plan for what's coming. It's certainly the most valuable time of my week save that spent with Kate, and as I go into this week's review today (Friday afternoon is my preferred time, but my schedule won't permit that this week), I thought I'd post my modification of the weekly review process as an FYI.

I've posted my weekly review in the extended entry. The process typically takes one to two hours, presuming I can isolate myself from interruptions (for me that means cell phone forwarded to the office, office phone on "Do Not Disturb," email off, and door closed). As noted above, it's based on David's initial recommendation, modified some to reflect my world.

I also do a brief (30 minute) home review on Saturday or Sunday, where I process the home inbox, pay bills, etc. Between the two not only do I stay more ahead of the game, I make better use of my time, and as David encourages, I'm much more able to feel good about what I'm not doing at any particular moment.

My weekly review:

• Sync phone
• Gather all loose papers and toss them in the inbox
• Process physical inbox
• Process Outlook inbox
• Process office and cell voice mail
• Process my notes:
  • Journal
  • Levenger
  • List things as appropriate
  • File reference notes and materials as appropriate
• Review past calendar dates in detail for remaining actions, etc.
  • Update client contacts
  • Enter time as needed
  • Review and update call lists
• Purge travel docs folder
• Look at upcoming calendar and capture actions about arrangements, prep. etc.
  • Review background and notes on the people I will see this week
  • Look for possible relationship events: Dinners, ball games, breakfast, coffee, etc. with others in the places where I'll be
• Empty my head: put in writing any new projects, action items, etc. that I haven't captured yet
• Review "Projects" list: Evaluate the status of projects, goals, outcomes one by one, ensuring I have at least one current kick-start action for each in my system.
• Review Next Actions lists: Mark off stuff that's complete; review for reminders of further action steps to capture.
• Review Waiting For list: Record appropriate actions and any needed follow-up; check off received items.
• Is there anything else I haven't done that I need to do?
• Review Someday/Maybe list and look for anything that may have become active and transfer it into Projects. Delete anything that's no longer of interest.
• Review Palm Notes: Ensure they're current and add items and next actions as needed.
• Review "Pending" and Support Files: Browse through all work-in-progress support material for new actions, completions, and waiting-fors.
• Be creative and courageous: Any new great ideas?
• Sync phone